Building Maintenance Systems
I'm am trying to build my systems for managing the rentals I have. The biggest thing I have run into is being contact constantly over items that are not issues. I am creating a Tenant Orientation document that goes over the basics. I'm looking to get some feedback on the below:
COMMUNICATION
Communication is to be done via email only. This is for tracking items and record keeping.
Business hours are Monday-Friday 5:00 pm - 9:00 pm, Saturday-Sunday 8:00 am - 12:00 pm
We will respond during these hours of operation in a timely manner.
Example
- Tenant notices toilet keeps running
- Tenant quickly notifies manager via email about issue
- Manager makes note for tracking and record keeping purposes
- Tenant refers to this document to call appropriate vendor and quickly arranges a time when tenant is present for vendor to fix issue
- After issue has been fixed by vendor, tenant pays vendor and keeps receipt
- Tenant follows up with manager via email that issue has been fixed and attaches receipt
In the document I go over what are emergencies and what are not. I also explain common issues and who is responsible financially and what vendor to contact. Below this I have also supplied a list of vendors and contact information for them to refer to. These are for properties in B+/A-Class neighborhoods and the tenant pool should be more than capable of following the process.